Admin/Office Coordinator/Scheduler

Admin & Office Coordinator Senior Helpers of White Rock and South Surrey Join a team that makes a meaningful difference in the lives of seniors and their families. At Senior Helpers of White Rock, we believe great care starts with a great team. We are looking for a friendly, organized, dependable, and detail-oriented Admin & Office Assistant to support our growing team and help keep our office operations running smoothly. This is an excellent opportunity for someone who enjoys working with people, staying organized, providing excellent customer service, and supporting a fast-paced team. As an Admin & Office Assistant, you will be an important part of our daily operations—welcoming clients and caregivers, supporting administrative tasks, maintaining records, assisting with scheduling, coordinating office activities, and helping ensure our clients and families receive a positive experience. Why Work With Senior Helpers? Meaningful Work Make a difference in the lives of seniors and their families by helping them receive quality care in the comfort of their own homes. Supportive Team Environment Work alongside a team that values respect, communication, teamwork, and camaraderie. Professional Growth Develop your administrative, customer service, communication, and healthcare-industry skills while growing with a new and expanding organization. Variety in Your Day No two days are exactly the same. You will have the opportunity to support different areas of our office and learn new skills. Purpose-Driven Culture We believe that every role contributes to our mission of helping seniors live safely, comfortably, and independently at home. Key Responsibilities Administrative & Office Support

• Provide day-to-day administrative support to the office and management team.
• Answer and direct incoming phone calls, emails, and inquiries in a professional and friendly manner.
• Welcome clients, families, caregivers, visitors, and business partners to the office.
• Maintain organized electronic and paper files, records, forms, and documentation.
• Prepare, organize, scan, file, and distribute documents as required.
• Assist with data entry and maintaining accurate information in company systems.
• Monitor office supplies and coordinate ordering when needed.
• Assist with preparing meeting materials, training materials, forms, and other office documents.
• Support general office organization and ensure the workplace remains professional and welcoming.
• Assist with calendars, appointments, meetings, and office activities.
• Maintain confidentiality when handling client, caregiver, employee, and company information.

Client & Caregiver Support

• Respond to client, family, and caregiver inquiries with professionalism, patience, and compassion.
• Assist with caregiver onboarding and administrative documentation.
• Help maintain accurate caregiver files, including licenses, certifications, insurance, and other required documents.
• Track document expirations and follow up on missing or outstanding information.
• Assist with scheduling and updating caregiver shifts when required.
• Communicate schedule updates and information to clients, families, and caregivers as directed.
• Support the team with caregiver call-outs, shift changes, and other scheduling needs.
• Maintain positive relationships with clients, families, caregivers, and community partners.

Team & Operations Support

• Assist team with daily operational tasks and special projects.
• Help coordinate staff meetings, training sessions, events, and community activities.
• Assist with recruitment and interview scheduling when needed.
• Support marketing and community outreach activities as assigned.
• Help maintain accurate records and reports.
• Identify administrative issues and bring them to the attention of management.
• Use initiative and good judgment to help solve day-to-day challenges.
• Perform other administrative duties as required.

Caregiver Responsibilities As part of this position, the Administrative & Client Care Assistant may also provide direct in-home caregiving support to clients based on business needs, client schedules, and the employee's qualifications. Caregiving responsibilities may include:

• Provide compassionate, respectful, and client-centered care in the client's home.
• Assist clients with activities of daily living (ADLs) according to their care plan and scope of practice.
• Provide companionship and meaningful social engagement.
• Assist with meal preparation and light housekeeping related to the client's needs.
• Assist with mobility, transfers, positioning, and safe ambulation as appropriate to the client's care plan and the employee's training.
• Provide medication reminders or other permitted support in accordance with company policies and applicable regulations.
• Observe and report changes in a client's condition, behaviour, or environment to the appropriate supervisor.
• Promote client dignity, independence, privacy, and choice.
• Follow individualized care plans and company policies and procedures.
• Maintain accurate and timely care documentation.
• Communicate professionally with clients, families, caregivers, and the care team.
• Follow all infection prevention, health and safety, and emergency procedures.
• Provide additional caregiver coverage when needed, including occasional evenings or weekends.

Note: Caregiving duties will be assigned according to the employee's qualifications, training, scope of practice, and applicable requirements. What We're Looking For We are looking for someone who is organized, positive, reliable, professional, and genuinely enjoys helping people. Qualifications

• High school diploma or equivalent; post-secondary education is an asset.
• Experience in administration, customer service, healthcare, hospitality, or caregiving is preferred.
• Excellent communication, organization, and time-management skills.
• Strong attention to detail and ability to multitask in a fast-paced environment.
• Comfortable with computers, email, Microsoft Office, and online systems.
• Professional, friendly, and compassionate when working with clients, families, and caregivers.
• Strong problem-solving skills and good judgment.
• Reliable, adaptable, and able to work independently and as part of a team.
• Able to maintain confidentiality and handle sensitive information professionally.
• Senior care, home care, or healthcare experience is an asset.
• HCA/RCA, LPN, or RN experience is an asset.

The Person We're Looking For You may be a great fit for this position if you:

• Enjoy keeping things organized and running smoothly.
• Love helping people and providing excellent customer service.
• Are comfortable answering phones and communicating with different people throughout the day.
• Can manage multiple tasks without losing attention to detail.
• Stay calm and positive when priorities change.
• Take initiative and don't always need to be told what needs to be done.
• Enjoy being part of a close-knit and supportive team.
• Are compassionate and understand the importance of serving seniors and their families.
• Are eager to learn and grow with a developing organization.

Our Mission At Senior Helpers of White Rock, we are committed to helping seniors age safely and comfortably in their own homes while maintaining their dignity, independence, and quality of life. Every member of our team plays an important role in making that possible. If you are organized, compassionate, dependable, and ready to make a difference, we'd love to meet you! Equal Opportunity Employer Senior Helpers of White Rock is committed to providing an inclusive, respectful, and welcoming workplace. We welcome applications from qualified candidates and do not discriminate on the basis of race, colour, religion, age, sex, national origin, disability, sexual orientation, gender identity or expression, or any other protected characteristic under applicable legislation.